Reference Number: 22040740
Request ID:17-105740
Date First Offered05/30/2017
Title:Family Planning Data and Billing System FY18 Maintenance

Agency Reference Number:17-105740 / 18-021a
Agency:DPH - Public Health
Purchasing Agency:DPH - Public Health
Purchasing Agency SPO:Denise Hudson

Status: Closed


Description and Specifications:
The Illinois Department of Public Health (IDPH), Office of Women's Health, is giving notice of intent to award a contract as a sole economically feasible source to Ahlers & Associates.

The Office of Women's Health (OWH) oversees services that collect a broad range of data to demonstrate compliance with the federal grant objectives for the federal Title X Family Planning grant and includes software, technical assistance and system maintenance for the date collection services for the Illinois Department of Public Health (IDPH). This system collects a broad range of data to demonstrate compliance with the federal grant objectives for the federal Title X Family Planning grant and includes software, technical assistance and system maintenance for the date collection services.

The Illinois Family Planning Program provides medical care and education to help individuals of reproductive age choose the number and spacing of their children. Family Planning is comprehensive reproductive health care that includes a broad range of contraceptive methods with related counseling and education. The Illinois Family Planning Program operates using a fee-for-service mechanism for agencies to earn their grant award funds, which requires an effective billing system with flexibility for periodic edits.

The purpose is to maintain current standards for services that meet federal data reporting requirements, provide for program monitoring and maintain a mechanism to document use of delegate agency grant funds awarded (fee-for-service). Monitoring of the Illinois Family Planning Program requires the collection of a broad range of data to demonstrate compliance with the federal grant objectives and provide for performance evaluation of each delegate agency. In addition to providing demographic data (e.g. users at or below the federal poverty level, users with limited English proficiency, users by age groups), the procured system must also generate service data (e.g. STD/HIV educational sessions, comprehensive physical exams, compliance with State Chlamydia/gonorrhea screening criteria, contraceptive supplies dispensed).

A hearing is scheduled for 2:00 p.m. on 06/14/2017 at the Stratton Office Building, 401 S. Spring St., Room 511, Springfield, IL 62706 and video conference at the Thompson Center, 100 W.Randolph, Suite 9-036, Chicago, IL 60601. Interested parties wishing to request a hearing or submit comments must do so in writing and submit their request to the notice contact. Request for a public hearing by an interested party or written comments shall be made by Friday 06/09/2017 at 5:00 p.m. to:

Dianne Richman
712 Stratton Office Building
401 S. Spring Street
Springfield, Il 62706
Phone: 217-670-9646
Fax: 217-558-1399

The hearing will be cancelled unless an interested party submits written comments or makes a written request for public hearing by Friday, 06/09/2017 at 5:00 p.m. to the notice contact listed above.

If a public hearing is requested, the purchasing agency shall present testimony justifying the procurement method. Any interested party may present testimony for or against the awarding of a sole source contract. The purpose of the hearing will be to receive information from the public as to whether contract award by Sole Source is appropriate and in accordance with the Illinois Procurement Code. Formal rules of evidence will not apply. Hearings may be recorded in order to aid in the production of minutes. Parties may submit written comments in lieu of attending the hearing. Written comments will be afforded the same weight as oral comments received at hearing. After consideration of the testimony, the Chief Procurement Officer may approve the purchasing agency’s request to contract by the sole source procurement method.

NOTICE: The start and end dates of this contract will depend on actual signature dates. The dates provided below are estimated for the purpose of the Illinois Procurement Bulletin hearing notice.

Key Information

Notice Type:Sole Economically Feasible Source
Notice Stage:
Hearing Notice of Decision Upheld

Notice Expiration Date:06/29/2017
Sole Source Only Justification:Ahlers & Associates currently supports the program data and billing system and has since 1992.

This is a continued need. Title X Federal data requirements mandate that a program monitoring mechanism be in place.
Accordance with Admin Rule:< Compatibility of equipment, accessory, parts, or service is paramount consideration

Professional & Artistic:No
Small Business Set-Aside:No

Does this solicitation contain a BEP or DBE requirement?:No

Does this solicitation contain a Veteran requirement?:No

Relevant Category:IT

Total Amount of Award:$106,000.00 (Total Dollar Value Only/Includes Any Renewal Options)
Estimated/Actual Value Description:
Length of Initial Term:12
Contract Begin Date:07/01/2017
Contract End Date:06/30/2018
Renewal Terms:0


Number of Responding Bidders:1
Number of Unsuccessful Bidders:0
Total Number Awarded:1

Listing of All Bidders/Offerors Considered But Not Selected:
Source Selection:N/A

Vendor(s) Selected for Award
Vendor NameAmount of Award BEP Goal % DBE Goal %
Ahlers & Associates $106,000.000%0%

Notice Contact
Name: Dianne Richman
Street Address:712 Stratton Office Building
401 S. Spring Street
Zip Code:62706
Phone: 217-670-9646
Fax Number:217-558-1399

Class Code

Class Codes:


NIGP Commodity/Service Code:920 45 Software Maintenance/Support


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